Guest invitations with a QR and a six-digit code
A resident invites a guest from the portal or the Resident app. The guest gets a pass with a QR and a six-digit code, with the way to the flat. The gate lets them in without ringing the flat.
PLANSEvery plan
The problem it solves
- Your guest reaches the gate and the guard rings the flat, even though you told everyone they were coming.
- The guard writes the guest's name in a register, and nobody can find it a week later.
- Guests ask the guard which tower to go to, and wander round the society looking for it.
- A party of six arrives and the guard calls the flat six times.
How it works
- The resident opens Invite a guest on the portal, or Invite in the Resident app. A guest who came before can be picked from A guest who came before.
- They type the guest's mobile and name, and an email if they want the pass emailed. They choose the date, From, Until and the number of People.
- They press Send the pass. The pass appears under Guest passes with its six-digit code.
- The resident presses Share to send the pass link on WhatsApp, or QR to show the code. With an email, the guest also gets the pass with the QR and How to get to the flat.
- At the gate, the guard scans the QR or types the code. The pass is valid, the guest is let in, and the flat is told they arrived.
- At the kiosk, the guest scans the QR or types the code, and sees the way to the tower and where to park.
Everything it does
The pass
- Guest name and mobile (both needed), email, the number of people (1 to start with)
- The portal form starts at today, 18:00 to 22:00; without an Until time the pass lasts 4 hours
- One entry, on the date and between the times chosen
- The visitor type Guest (Flat), which needs no photo; the inviting resident is the pass's host
- A six-digit code, unique among the society's active passes, and a QR that holds a secret token
Sending it
- Share opens WhatsApp on the resident's phone with the pass link and the code. In the app, Share on WhatsApp is on the Pass ready sheet
- Email: sent only when the resident typed one; it carries the code, the QR, an Open your pass button and the way to the flat
- The pass page opens in any phone browser: flat, parking, how to get there, the QR and the code
- An ended pass shows This pass is no longer valid
At the gate
- The gate screen's Expected list shows the day's passes for the flat
- One box takes the QR or the six-digit code
- Let Pass Holders In Early: 30 minutes before the start to begin with; earlier, the screen says Too early
- Refused when expired, used, cancelled or already inside on it
- No call to the flat: the flat is told the guest came in, and again when they leave
On the resident's side
- Guest passes lists the flat's guest passes of the last 7 days: Active, Came, or the status
- My flat lists active passes with QR, Share and Cancel
- Invite again lists the guests who came most in the last 90 days, with Use to fill the form
- Each family member who approves visitors can invite; children are not asked
In the back office
- Visitors > Gate > Visitors > Expected / Passes lists every pass, with the flat
- Filters Expected Today, Active, No-show and Invites; Send Again, Cancel Pass and Entries on each pass
- Reporting > Passes and No-shows: passes by month and status, and invited guests who never came
Who uses it
ResidentInvites a guest, shares the pass, cancels it if plans change.
GuestShows the QR or says the code at the gate or the kiosk; needs no app.
GuardScans or types the code and lets the guest in, without calling the flat.
Society officeSees every pass, sends one again, cancels one, reads the no-shows.
Where you use it
- Web: the resident portal, Invite a guest, and the passes on My flat
- The Resident app: Invite and the pass sheet with Share on WhatsApp (built and in testing, not in the app stores yet)
- Web: the gate screen and the guard page at /guard. The Guard app scans with the phone camera (built and in testing, not in the app stores yet)
- The kiosk in a browser or the Kiosk app: scan the QR or type the code
- Web: Visitors > Gate > Visitors > Expected / Passes in the back office
- Not printed: the pass is the message, the email and the pass page
What you control
Settings
- Let Pass Holders In Early (minutes): 30, on the Entity's Visitors tab
- Pass length without an Until time: 4 hours
- Directions and parking per tower and flat, shown with the pass: empty until the office fills them in
Approvals
- No approval: a resident's own guest needs no one else's yes, and the guest comes in without a call
Notifications
- Visitor Pass: to the guest, by WhatsApp, else SMS, where your society has message credits. The email with the QR goes when the resident typed one
- Flat: Visitor In / Out: to the flat's residents who keep Gate alerts on, when the guest comes in and leaves. By app push, the first of WhatsApp, SMS or email, and in-app
- Each person can switch off a channel, such as email, for themselves; in-app notices always arrive
Questions
Does my guest need an app?
No. The pass is a link that opens in any phone browser, with the QR and the six-digit code. You share it on WhatsApp, or the guest gets it by email.Can one pass bring in a family of five?
Yes. Set People to 5 when you invite. The guard sees the number on the card.What if my guest arrives early?
The gate lets them in up to 30 minutes before the time you chose, to begin with. Earlier, the screen says Too early and shows when the pass opens.Can I invite someone for every Sunday?
Not from the invite form, which makes a pass for one visit. For someone who visits often, switch on Always allow under Frequent visitors, or ask the office for a recurring pass.Does the guest see how to reach our tower?
Yes, when the office has filled in the directions. The email and the pass page show the way to the flat and where to park. The kiosk shows the site map with a pin.Is this in the Starter plan?
Yes. Guest invitations are in every plan of SmartMy Society.Related features
GUESTS AND PRE-APPROVALPre-approved cabs, deliveries and service visitsA resident tells the gate in advance to let in a cab, a delivery or a service visit. It holds once, for a time window, or always for a company. The guard lets them straight in, and a frequent guest can be allowed always in one tap.GUESTS AND PRE-APPROVALDirections to each tower and flat, and where to parkThe office writes once how to reach each tower, where to park, and the way inside the tower to each flat. Guests read it in their invitation and on the pass page. The kiosk shows it with a pin on the site map, and the guard sees it on the visitor's card.GUESTS AND PRE-APPROVALRecurring passes for regular visitors and vendorsA tutor, a nurse or a water-can vendor who comes on set days gets one pass for those weekdays, hours and gates. The gate checks the day and the hour each time, and the flat hears when they come and go.GUESTS AND PRE-APPROVALPublic link to ask for a visitShare one link on your society's website or in a message. A visitor asks for a visit without a login and names the flat. The society office approves it, and the QR pass goes to the visitor by itself.FLATS AND RESIDENTSResident app and resident web portalResidents answer the gate, invite guests, follow daily help and parcels and read alerts in the SmartMy Society Resident app or in a browser. Both show the same flat and do the same things.GATE, GUARDS AND KIOSKGuard app and guard web pageOne screen shows the guard who is expected, waiting for a flat's answer, inside or pre-approved, and which children wait for a parent. It runs in any browser at /guard and as the SmartMy Society Guard app.
See it set up for your own society.
Tell us how many towers, flats and gates you have. We will show you and your committee the resident app, the guard app and the office screens, set up that way.